AN INFORMAL GUIDE TO RUNNING A LARGE CONFERENCE Table of Contents Part I: GETTING STARTED ................................................................................... 4 Welcome! ...................................................................................................... 4 Keywords .................................................................................................... 4 Example of Phase/Workflow/Feature/Setting ........................................................ 4 Small vs Large Conference ............................................................................... 6 Should it be a Single Track or Multi-Track Conference? ............................................. 7 Pros and Cons ............................................................................................ 7 How Tracks are Added.................................................................................. 8 Multi-Track Alternative ................................................................................ 8 Part II: MAIN PHASES ......................................................................................... 9 1. Assembling the Program Committee .............................................................. 9 2. Submission Phase ..................................................................................... 9 3. Paper-Matching Phase ............................................................................... 9 4. PC Input Phase ........................................................................................ 9 5. Decision Phase ........................................................................................ 9 6. Camera-Ready Phase................................................................................. 9 1. Assembling the Program Committee ................................................................10 PC Members ................................................................................................10 Co-Chairs ................................................................................................10 Track Chairs .............................................................................................10 Proceeding Editors .....................................................................................10 Meta-Reviewers .........................................................................................11 Reviewers ................................................................................................11 External Reviewers ....................................................................................11 The Difference Between Inviting and Adding PC Members .........................................11 Allowing Meta-Reviewers to Invite/Add/Suggest Reviewers ....................................11 2. Submission Phase .......................................................................................13 Artifacts ....................................................................................................13 The Abstract: ...........................................................................................13 The Submission File: ...................................................................................13 Supplementary Material: ..............................................................................13 Submission Settings .......................................................................................14 What the Authors See During Submission ..........................................................14 1 | P a g e AN INFORMAL GUIDE TO RUNNING A LARGE CONFERENCE Instructions to Authors ................................................................................14 Submission Questions ..................................................................................15 3. Paper-Matching Phase .................................................................................15 Using Subject Areas ......................................................................................16 Primary and Secondary ................................................................................16 Restrictions..............................................................................................16 For Authors ..............................................................................................16 For Reviewers ...........................................................................................17 Relevance scores .......................................................................................17 What is Bidding? ...........................................................................................17 Areas of Expertise ......................................................................................17 Bid Values ...............................................................................................17 Restrictions..............................................................................................18 TPMS Ranking ...........................................................................................18 Pages Where TPMS Scores are Used .................................................................18 Quotas ......................................................................................................18 Import Quotas ..........................................................................................19 Reviewer Quotas .......................................................................................19 Conflict of Interest .......................................................................................19 DBLP Co-Authorship Conflicts ........................................................................19 Double Blind Conference ..............................................................................19 Exporting Conflicts .....................................................................................19 Disputes ..................................................................................................20 Assignment .................................................................................................20 The Automatic Assignment Wizard ..................................................................20 Importing Assignments ................................................................................21 Reviewer Settings for Assignments ..................................................................21 Use Reviewer Note for Reviewer to Accept Assignment .........................................21 Editing Assignments ....................................................................................21 4. PC Input Phase ..........................................................................................21 Reviews and Meta-Reviews ..............................................................................22 Aggregated Values ........................................................................................23 What are aggregated values? .........................................................................23 Setting Aggregated Values ............................................................................23 Discussion ..................................................................................................24 2 | P a g e AN INFORMAL GUIDE TO RUNNING A LARGE CONFERENCE Meta-Reviewers .........................................................................................24 Reviewers ................................................................................................24 Author Feedback ..........................................................................................24 Settings ..................................................................................................25 Revision .....................................................................................................25 Important to Know About Revision ..................................................................25 Meta-Reviewer Rating of Reviews ...................................................................25 5. Decision Phase ..........................................................................................25 Paper Status ...............................................................................................25 Desk Reject ................................................................................................26 Logistics for Desk Reject Recommendation ........................................................26 Meta-Reviewer Questions .............................................................................27 Meta-Reviewer Note ...................................................................................27 Meta-Reviewer Setting ................................................................................28 Reviewer Setting .......................................................................................28 Review and Meta-Review Visibility .....................................................................28 Notification .............................................................................................28 6. Camera-Ready Phase ..................................................................................28 Camera-Ready File ........................................................................................29 Camera-Ready Settings ..................................................................................29